CORP/FAC 5 v.2
Occupational Driving and Care of Trust Vehicles
This procedural document supersedes: CORP/FAC 5 v.1 – Occupational Driving and Care of Trust Vehicles
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Author/review: (this version) Wayne Bramhall – NEPT and Fleet Management Date written: July 2014 Approved by (Committee/Group): Policy Approval and Compliance Group Date of approval: 22 October 2014 Date issued: 29 October 2014 Next review date: July 2017 Target audience: All Staff that drive on DBH Business
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Amendment Form
Version Date Issued Brief Summary of Changes Author
Version 2 29 October Ref updated and re-designed W Bramhall 2014
Version 1 July 2012 This is a new procedural Document, please W Bramhall read in full.
Page 2 of 17 CORP/FAC 5 v.2 Contents Page Section No. 1 Introduction 4 2 Policy Statement 4 3 Purpose 4 4 Scope 5 5 Equality Impact Assessment 5 6 Driver Regulations and Responsibilities 5 6.1 Seatbelts 6 6.2 Mobile Devices/Phone 6 6.3 Smoking 6 6.4 Road Safety (Duty of Care) 7 6.5 Health and Safety at Work Act 7 6.6 Road Safety Act 2006 7 6.7 Corporate Manslaughter and Corporate Homicide Act 2007 7 7 Vehicle Checks 8 7.1 External vehicle Checks 8 7.2 Internal vehicle Checks 8 7.3 Vehicle Monthly Record and Check Sheet 9 8 Driving Licence Categories 10 9 Department Responsibilities 11 9.1 Transport Department 11 9.2 General Managers 12 9.3 Department Managers 12 10 Authorisation to Drive Specific Vehicles 12 11 Driving Licence Checks 12 12 Driver Training 13 13 Vehicle Tracking 13 14 Accident / Incident Procedure 14 Accident Report Form 15 15 Breakdown 15 16 Transport of Dangerous Goods 15 17 Hire and Replacement Vehicles 16 18 Auditing 16 Appendix 1 Equality Impact Assessment Form 17
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1. INTRODUCTION
Doncaster and Bassetlaw Hospitals NHS Foundation Trust fleet consists of vehicles within the following categories: Cars, Patient Access Vehicles, Light Commercial Vans, Car Derived Vans, and Horticultural Vehicles. Policies and procedures outlined are also applicable to hire Vehicles, Lease Vehicles and Private Vehicles used on Trust business (Grey Fleet).
The day-to-day management and running of this fleet represents a significant cost to the Trust, and there is a need to effectively manage and minimise these costs through fleet management and value for money procurement and operational procedures.
LEGISLATIONS IS CONSTANTLY BEING UPDATING
2. POLICY STATEMENT
Doncaster and Bassetlaw Hospitals NHS Foundation Trust acknowledges the inherent risks that driving poses to individuals, the organisation, the provision of our services, and to the NHS overall and is committed to reducing these risks as far as is reasonably practicable.
At the very heart of this quality standard is the professionalism of its staff and the quality of their driving skills.
This is underpinned by the selection process, driver training programmes, procedures for managing accidents and the accident reduction strategy.
3. PURPOSE
The purpose of this policy is to:
o To reduce the number of Road Traffic Collisions (RTC’s) relative to vehicles involved on Trust activities.
o To ensure that standards of driving within the Trust are maintained to a high standard.
o To ensure vehicles operated by the Trust are fit for purpose and maintained to a safe standard.
o To ensure that the Trust’s vehicle resources are efficiently used and maintained.
o To provide a constant approach to reporting and investigation of vehicle incidents.
o To outline for staff and management their legal requirements and responsibilities with regards to driving to deliver a constant approach across all Departments, Directorates and Divisions.
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4. SCOPE
This policy applies to all members of staff who are required to drive vehicles on behalf of the Trust; it also applies to members of staff, Inc agency and volunteers driving private vehicles when acting on behalf of the Trust.
Trust vehicles are only insured for Trust Business usage and cannot be used for any private Work or Hire or anything that is not Trust business.
5. EQUALITY IMPACT ASSESSMENT
As part of its development, this policy and its impact on equality have been reviewed in consultation with the equality Impact Assessment Group. An Equality Impact Assessment (EIA) has been conducted in line with the principles of the Equality Impact Assessment Policy and the Fair treatment for all policy.
The purpose of the EIA is to minimise and if possible remove any disproportionate impact on employees on the grounds of race, sex, disability, age, sexual orientation or religious belief. No detriment was identified. (See Appendix 1).
6. DRIVER REGULATIONS AND RESPONSIBILITIES
The Driver is Responsible by Law.
The Driver is responsible for implementing safe driving practice,
This is to include:
. Ensuring that this policy is adhered to at all times.
. It is essential that all drivers use the daily Vehicle Check Sheet (see appendix) as a guidance to ensure the vehicle they drive, comply with safety requirements.
. Vehicles will be cleaned in accordance with the relevant clinical hygiene standards for that particular service.
. Adhering to current Road Traffic Legislations.
. Complying with your statutory duties.
. Taking care of your own Health and Safety and that of others who might be affected by your actions.
. Using vehicles correctly i.e. the completion of Vehicle Daily Inspections (VDI) and reporting of defects in line with Trust policy and legislative requirements.
. Ensuring their Driving Licences are kept current and in line with Trust requirements.
. Alerting the Trust as to any new licence endorsements or any health issues which may impact on your ability to drive Trust vehicles.
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It must be emphasised that if staff receive a Notice of Intended Prosecution (NIP), or they receive any points to their licence MUST inform their manager immediately. This is a Legal Requirement and failure to comply could result in prosecution and personally liable.
Trust vehicles MUST, at all times, be driven at a speed compatible with safety and with reasonable consideration for other road users. Trust drivers are governed by the same regulations as any other driver using the road and it is only when the need is justified that the legal exemptions can be applied.
All Hospital Sites have a speed limit that must be adhered to in the same way as on the Highways, Staff is not exempt from any road traffic regulations.
Speeding and Parking Offenses are the total Responsibility of the DRIVER
6.1 Seatbelts – (Driver Responsibility)
Drivers must wear a seat belt at all times when driving Trust vehicles.
Drivers or passengers caught without a seatbelt can face on-the- spot fines.
6.2 Mobile Devices/Phones – (Driver Responsibility)
Drivers Must NOT:
. Drive Whilst Holding a Mobile Device. . Use a Mobile Device whilst behind the steering wheel.
6.3 Smoking – (Driver Responsibility)
From 1st July 2007, all public places and workplaces (Work Vehicles) became smoke-free in England.
In the interest of Trust Drivers and their passengers, smoking in Doncaster and Bassetlaw Hospitals NHS Foundation Trust vehicles is NOT permitted.
Doncaster and Bassetlaw Hospitals NHS Foundation Trust operates a “No Smoking” policy restricting smoking whilst on duty or in and around Doncaster and Bassetlaw Hospitals NHS Foundation Trust sites.
FAILURE TO COMPLY WITH THE REGULATIONS COULD LEAD TO DISCIPLINARY ACTION AND PROSECUTION TAKEN AGAINST THE DRIVER
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6.4 Road Safety – Duty of Care
The law requires that you have proper control of your vehicle at all times and that you should not drink and drive, be under the influence of drugs, not use mobile phone whilst behind the wheel of the vehicle, not to smoke in Trust vehicles.
It is your responsibility to drive safely. On a long journey, regular breaks will help reduce tiredness. When planning journeys always allow for likely congestion and weather conditions. Sufficient time should be allowed to make journeys as stress free as possible.
You must be aware of the relevant content of:
The Highway Code The Health and Safety at Work Act Road Safety Act 2006 Corporate Manslaughter and Corporate Homicide Act 2007
Many of the rules in The Highway Code are legal requirements and make essential reading. Copies can be obtained for reference from the Transport Department.
6.5 Health and Safety at Work Act
States that drivers’ must co-operate with the employer to ensure Health and Safety compliance.
Staff Driving Trust Vehicles Must at all times wear appropriate PPE - HV Vest or HV Coat whilst on Driving Duties, When Driving, working on / around the Vehicle, Highways, High Traffic Areas, Night Time and Limited Visibility areas, (Please remember Hospital Sites are classed as the Highway, as it is a public Thoroughfare, and has Road signs). http://www.hse.gov.uk/workplacetransport/factsheets/clothing.htm
6.6 Road Safety Act 2006
th The Road Safety Bill was given Royal Assent on 8 November 2006. The Act contains a number of measures aimed at helping to improve safety on the roads of Great Britain and to help achieve targets for the reduction of casualty frequency and in particular revisions to the law relative to the use of mobile phones which is covered under the “Drivers” section of this document.
6.7 Corporate Manslaughter and Corporate Homicide Act 2007
The Corporate Manslaughter and Corporate Homicide Act 2007 received Royal Assent on 26th July 2007. The Act introduced a new offence, across the UK, for prosecuting companies and other organisations where there has been a gross failing, throughout the organisation, in the management of health and safety with fatal consequences. http://www.hse.gov.uk/corpmanslaughter/index.htm.
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7. VEHICLE CHECKS
THIS SECTION COVERS:
1. External Vehicle Checks 2. Internal vehicle Checks
Vehicle Checks are to be done on a daily basis with Vehicle documents completed and report any issues/damage to your head of Department or the Transport Department.
7.1 External Vehicle Checks
F O W D E R Y
The acronym “FOWDERY” refers to regular checks of the ‘Driver Friendly’ components and accessories which are fitted to the outside of the Vehicle but note that some are found under the Bonnet
F FUEL Have you enough fuel for your journey? 0 OIL Check the Oil Level. Do this when the engine is cold and on level ground W WATER Check the Coolant reservoir level and Windscreen washer fluid, Check outside of vehicle for any signs of damage, check light lenses and window DAMAGE D condition Check ALL Lights are working, also check the horn and windscreen wiper controls are ELECTRICS E functioning correctly Check ALL Tyres for signs of damage or wear and pressure. Also check the Wiper RUBBER R Blades are not worn, damaged or dirty Are you fit enough to drive? Not under influence of drink or drugs, not too tired to YOU Y drive?
7.2 Internal Vehicle Checks
D S S S M B
The acronym “DSSSMB” refers to the Interior checks of the Vehicle
D DOORS Make sure that all doors, inc bonnet and boot are closed S SEATS Adjust the height of the seat to suit. For the correct driving position S STEERING Adjust the steering wheel to suit. For the correct driving position S SEATBELTS Everyone in the vehicle must be wearing a seatbelt M MIRRORS Adjust Mirrors for the correct driving position B BRAKES Ensure both Foot and Hand breaks are working correctly
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7.3 Vehicle Monthly Record and Check Sheets
Driver, Mileage and Fuel Record
Vehicle Check Sheet
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8. DRIVING LICENCE CATEGORIES
To drive a particular type of vehicle, you need an ‘entitlement’ for that category on your driving licence.
Staff must hold the appropriate licence entitlement Inc Driver Training and ADR if needed, to drive any given vehicle within the Trust. Also must have Driving Licence Checked.
Drivers from other departments cannot drive other Trust Vehicles without prior written permission from the departmental manager and the Transport manager.
Category Description Min Age
Motor vehicles with a MAM not exceeding 3500kg having not more than 8 passenger seats with a trailer up to 750kg. Combinations of towing vehicles in category B and a trailer, where B the MAM of the combination does not exceed 3500kg and the MAM of the trailer does not 17 exceed the unladen mass of the towing vehicle.
B Auto As cars, but with automatic transmission 17
Motor tricycles / quad cycles, 3 or 4 wheeled vehicles with an un-laden weight not exceeding B1 17 550kg.
Combinations of vehicles consisting of a vehicle in category B and a trailer, where the B + E 17 combination does not come within category B.
C Vehicles over 3500kg with a trailer up to 750kg. 21
C1 Lorries between 3500kg and 7500kg with a trailer up to 750kg. 18
Lorries between 3500kg and 7500kg with a trailer over 750kg - total weight not more than C1+E 12000kg (if you passed your category B test prior to 1.1.1997 you will be restricted to a total 21 weight not more than 8250kg).
C+E Vehicles over 3500kg with a trailer over 750kg. 21
D1 Vehicles with between 9 and 16 passenger seats with a trailer up to 750g 21
Combinations of vehicles where the towing vehicle is in subcategory D1 and its trailer has a D1+E MAM of over 750kg, provided that the MAM of the combination thus formed does not exceed 21 12000kg, and the MAM of the trailer does not exceed the unladen mass of the towing vehicle.
D Any bus with more than 8 passenger seats with a trailer up to 750kg. 21
D+E Any bus with more than 8 passenger seats with a trailer over 750kg. 21
F Agricultural tractor G Road roller H Tracked vehicles K Mowing machine or pedestrian-controlled vehicle L Electrically-propelled vehicle M Trolley vehicles N Exempt from duty
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9. DEPARTMENT RESPONSIBILITIES
9.1 Transport Department
. Monitoring and Managing the Maintenance Contracts.
. Manage monthly re-charges and raise purchase orders in respect of repairs and any work/training undertook by the Transport department.
. Maintenance of vehicle records.
. Review and agree Performance Measures in accordance with the Maintenance Contract.
. Analyse the causes of vehicle accidents and propose corrective actions to reduce/eliminate such occurrences.
. Provision of Management Information Reports.
. Manage Driving Licence Checks.
. Oversee the progress of insurance claims.
. Oversee driver training qualifications including introduction of CPC.
. Manage vehicle mileages via the controlled re-positioning of high mileage vehicles.
. Advise of drivers legal responsibilities and ensure they comply with Company transport and equipment procedures.
. Improve asset utilisation to lower operating costs.
. Manage the issue of fuel cards, to include security and use.
. Ensure communication systems are effective.
. Conduct monthly audits of mobile telephone use to identify high spending handsets and any misuse.
. Conduct regular audits on vehicles and Operational bases to ensure vehicle checks are carried out by staff, cleaning is effectively carried out and self help maintenance is being performed.
. Investigate and report on complaints and accidents.
. Establish good relationships and communications with those agencies associated with and providing the service.
. Raise purchase orders in respect of supplies required to maintain vehicle systems and communications.
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9.2 General Managers
The general managers of each Directorate hold responsibility for the implementation of policies and procedures relating to the Occupational Driving of Trust vehicles under their control.
This is to include measures to demonstrate vehicles used are roadworthy (MOT, Insurance, tax):
Vehicle Responsibilities Capital / Leasing Costs Repair / Cleaning and Maintenance Costs Driver Training Administration and Costs Licence Checking Administration and Costs You are responsible for your drivers
9.3 Department Managers
Department manager are responsible for the implementation of safe driving practices,
This is to include:
. Ensuring that their staff are made aware of this policy, and that it is known to staff on induction. . Keeping their staff up to date on any changes within this policy. . Ensuring their staff adhere to this policy. . Ensuring that all vehicle incidents relating to this policy are reported appropriately. . Reviewing and classifying incidents in a timely manner and in accordance with the Trusts incidents reporting procedures. . Ensuring that vehicle daily inspections are carried out. YOU ARE RESPONSIBLE FOR ANY ASSOCIATED COSTS. . Ensuring that their staff is “FIT FOR DUTY” which may affect their ability to drive. . You are responsible for your drivers.
10. AUTHORISATION TO DRIVE SPECIFIC VEHICLES
Staff must hold the appropriate licence entitlement Inc Driver Training and ADR if needed, to drive any given vehicle within the Trust. Also must have Driving Licence Checked.
Drivers from other departments cannot drive other Trust Vehicles without prior written permission from the departmental manager and the Transport Manager.
11. DRIVING LICENCE CHECKS
Due to changes with the legislation governing work-related driving, the Trust is now legally obligated to ensure it has a robust, stringent and scheduled licence checking process is in place.
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These licence checks are a Trust requirement for all staff whose duties involve them driving either occasionally or on a regular basis. (This includes staff using their own vehicle whilst on Trust business).
Under the legislation, the Trust must ensure all staff that drives vehicles in connection with their work is legally permitted to do so, and operate the class of vehicle assigned with the driving.
The checking process and initial driving licence checks will be conducted and managed by authorised Trust staff within the transport department periodically checking licences every 12 months there after.
The mandate complies with the requirements of the DVLA and allows the process to verify your statutory driving qualifications and any penalties currently held on record by the DVLA.
The Checks will Confirm:
. The driver has passed a test. . Is the driver currently banned. . They entitled to drive the category of vehicle they are using. . If the driver have undisclosed points or endorsements on their licence. . Does the drivers' recorded address match with current DVLA data.
D/L Checks are stored on our Fleet Management System for audit purposes.
12. DRIVER TRAINING
A rolling programme is being introduced for Driver Training and Assessments by Qualified Driving Instructors (ADI).
Driver CPC is a new qualification that will be introduced for all members of staff whose duties are predominantly involved in driving vehicles on behalf of the Trust.
Some Departments are required to Hold ADR licence.
13. VEHICLE TRACKING
A rolling programme has been introduced on all Trust vehicles (owned/Leased and Long Term Hire) firstly for Insurance purposes, monitoring and controlling the safe running of our fleet.
Managing work related vehicle and road safety enables better control over costs, from insurance premiums and legal fees, to vehicle wear and tear and fuel use, general efficiency and productivity.
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14. ACCIDENT/INCIDENT PROCEDURE
The driver should, immediately notify their manager if:-
o There is involvement in road rage incident either on the Trust estates or on the public highway during the course of their duty.
o The driver is involved in a Road Traffic Collision (RTC) or Road Traffic Accident (RTA).
o The driver, or any person involved with a cargo / load is injured as it is being loaded or offloaded from the vehicle as a cause of not exercising Manual Handling sensibilities.
o The driver must advise their manager of any disqualification or penalties incurred on a driving licence.
o It is the Responsibility of the Driver to report the incident to the Trust insurance company via the Transport Department, who will assist with the reporting process.
o It is the Responsibility of the Driver for ensuring the Incident and near misses are reported as directed by “Policy for Reporting of Incidents and Near Misses” CORP / RISK 13.
o Departments are responsible for the cost of the insurance excess and hire of replacement vehicle.
o The transport department will be responsible in some instances for vehicle provision relating to other departments direct use. We are not however responsible for the staff deployed to drive these vehicles and relevant departments must ensure that all staff are suitably checked and authorised to carry out driving duties on behalf of the Trust. The Transport Department is not responsible for the damage caused by other departmental drivers, these type of costs caused with be paid for by the relevant dept.
o Any cost associated with un-reported damage, speeding or incident (Inc hire costs) that is the fault of the driver will be recharged to relevant departments.
Insurance Form TO BE COMPLETED AT THE TIME OF INCIDENT AND BY THE DRIVER
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15. BREAKDOWN
All Trust owned vehicles are covered under the AA Fleet Breakdown.
Leased and Hire Vehicles have their own breakdown and recover, in the first instance to contact the Transport Department.
It is the Drivers responsibility to contact the AA and give details of the vehicle, Location and Fault/Incident.
Then to contact the Transport Department and their own Department.
16. TRANSPORT OF DANGEROUS GOODS
Any employee requested to transport material, which is classified, as “Dangerous Goods” should first check with their departmental manager and seek advice from the Transport Department TODG Lead as deemed necessary.
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Vehicle Compliance (dependent on vehicle usage)
. Fire Extinguisher* . First Aid Kit* . TREM Documents . Compliant Transit Containers . DBH Photo ID* . ADR Driver Qualification . CPC Licence . Driver Awareness Course (Under Scope of ADR) . Biohazard Spill Kit . Wheel Chocks . HV Vest / Jacket* . ADR Vehicle Signage
* Basic Requirements on all DBH Vehicles
All members of staff that Transport Samples/Specimens which are classed as “Dangerous Goods” Should attend a Driver Awareness Course.
All Documents and further information is available from the Transport Department
17. HIRE AND REPLACEMENT VEHICLES
Hire and replacement Vehicles Including costs are the responsibility of the relevant departments.
The Transport Department must be informed when a department hires a vehicle so we can confirm that the vehicle is recorded on both Motor Insurance Database (MID Legal Requirement) and Fleet Management System.
If no Information is passed to the transport Department Both the Driver and the Department are Liable for prosecution.
Any vehicle damage whilst in trust use will be the responsibility of the Department hiring, and cost of such repairs will be treated likewise.
18. AUDITING
Under CQC Regulations the Trust can be audited at any time without invitation by the CQC, VOSA, Police, HSE, Dangerous Goods Safety Advisor & DBH Managers and Environmental & Government Agencies.
The Lease & Hire Companies request a monthly Mileage & Damage Report as per their compliance reports.
Pathology require monthly reports as to specimen activity and Compliance under the Transport of Dangerous Goods (ADR).
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APPENDIX 1 - EQUALITY IMPACT ASSESSMENT PART 1 INITIAL SCREENING
Service/Function/Policy/ CSU/Executive Directorate and Assessor (s) New or Existing Date of Assessment Project/Strategy Department Service or Policy? CORP/FAC 5 v.2 Transport/Facilities Wayne Bramhall Existing policy 23/09/2014 1) Who is responsible for this policy? Name of CSU/Directorate Facilities/Transport 2) Describe the purpose of the service / function / policy / project/ strategy? All staff that drive Trust vehicles as part of their job. Departmental managers to ensure that these policies are adhered to. 3) Are there any associated objectives? HSE Driving for work/Corporate Manslaughter Act and Driving Law 4) What factors contribute or detract from achieving intended outcomes? – Duty of care to staff and compliance of road traffic regulations 5) Does the policy have an impact in terms of age, race, disability, gender, gender reassignment, sexual orientation, marriage/civil partnership, maternity/pregnancy and religion/belief? Details: [see Equality Impact Assessment Guidance] - No If yes, please describe current or planned activities to address the impact [e.g. Monitoring, consultation] –N/A 6) Is there any scope for new measures which would promote equality? [any actions to be taken] No 7) Are any of the following groups adversely affected by the policy? Protected Characteristics Affected? Impact a) Age No b) Disability No c) Gender No d) Gender Reassignment No e) Marriage/Civil Partnership No f) Maternity/Pregnancy No g) Race No h) Religion/Belief No i) Sexual Orientation No 8) Provide the Equality Rating of the service / function /policy / project / strategy – tick outcome box Outcome 1 Outcome 2 Outcome 3 Outcome 4 *If you have rated the policy as having an outcome of 2, 3 or 4, it is necessary to carry out a detailed assessment and complete a Detailed Equality Analysis form in Appendix 4 Date for next review: July 2017 Checked by: Neil Little Date: 23.9.14
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